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Using Approvals Management Engine (AME) for Requisitions in R12 Presented by Andrew Mikulak and Gary Marines.

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Presentation on theme: "Using Approvals Management Engine (AME) for Requisitions in R12 Presented by Andrew Mikulak and Gary Marines."— Presentation transcript:

1 Using Approvals Management Engine (AME) for Requisitions in R12 Presented by Andrew Mikulak and Gary Marines

2 2 Agenda Introductions ATC Background ATC Requirements Standard requisition approvals Overview of AME Examples Other AME facts Q&A

3 3 Andrew Mikulak Senior Buyer with American Transmission Company 10 years procurement experience within manufacturing and energy utility industries Contact information: –

4 4 Gary Marines Procurement applications consultant with O2Works 10 years procurement process and application experience within telecom, retail, and energy utility industries Contact information: –

5 5 American Transmission Company – Background First multi-state transmission-only utility 9,350 Circuit miles of transmission line $2.2 Billion in total Assets $1.7 Billion investment since 2001

6 6 American Transmission Company – Requirements Expenditure Authorization Policy Bidding and Contracting Policy Legal Review Policy Security Processing (Future)

7 7 Standard Requisition Approval Process Position hierarchy Employee - Supervisor Direct or Hierarchical Routing Include and Exclude amounts for various attributes such as document totals and account ranges.

8 8 Standard Requisition Approval Process There are many ways that the standard approval methods can support your organization. Need more? Modify workflow. Administrational overhead with maintaining a position hierarchy if your organization changes often.

9 9 What is the Approvals Management Engine (AME)? A common way for Oracle to manage approvals for it’s applications. AME has a self-service business analyst dashboard to perform maintenance. Uses business specific rules to manage the approvals required for a specific type of transaction

10 10 AME Business Analyst Dashboard

11 11 Approval Rules Business rule that determines the approval process used by a transaction. – Rules are constructed by Conditions and Actions. Example: – If requisition amount > $250, USD (condition), THEN require post-chain-of-authority approval (action) from the Legal Team (approval group).

12 12 Approval Rules If requisition amount > $250, USD, THEN use post-chain-of-authority approval to add the approval group of Legal team condition action

13 13 Approval Rules Transaction Types Attributes Conditions Action Types Approval Groups

14 14 Transaction Type Represents “Which” type of application transaction type will have a set of distinct rules applied to it. Types of Transaction Types: – Requisition Approval – Requisition Change Approval – Work Confirmation – Supplier Registration Approval

15 15 Attributes Business variables that have a single outcome for a transaction: – Transaction amount – Purchasing Category – Cost Center – Item Number Attributes are used in conditions to provide one piece of the rule. Create attributes that do not come seeded

16 16 Conditions Tells us what is true or false about a transaction. If X is true, then do Y. Two types of conditions – Ordinary Evaluates dates, numbers, currencies. – List-Modifier checks for a given approver.

17 17 Action Types An action type is an instruction to AME to modify a transaction's approval process in the manner you specify.

18 18 Available Action Types Available Action Types Are: – Chain of Authority – Uses HR supervisory or HR position hierarchies. – List Modification – Substitution – Pre Approval Group – Post Approval Group

19 19 Approval Groups When using pre- or post- list approval group action types you will have to create an Approval group An approver group can either be an ordered set of one or more approvers (persons and/or user accounts) or it can be a list, which is dynamically generated at rule evaluation time.

20 20 Approval Groups Are typically created to support non-financial approvals such as: – Legal Review – Gate Keeper for specific commodities – Engineering – Project Management This means in addition to the approval list that was automatically built based on financial constraints (emp/supervisor hierarchy)

21 21 Example 1- Simple Business Rule At a local electric transmission company all requisition transactions over $250, Require the approval of a legal representative The legal team should be notified after the initial financial approval list has reviewed and approved the requisition First team member to respond provides the approval

22 22 Example 1 If requisition amount > $250, USD, THEN use post-chain-of-authority approval to add the approval group of Legal team condition action

23 23 Example 1 - Attributes

24 24 Example 1 - Conditions

25 25 Example 1 – Approval Group

26 26 Example 1 – Rule Set Up

27 27 Example 1 - Outcome

28 28 Example 1 - Outcome

29 29 Example 2 – Medium Complexity If project type is Indirect, require requisition approval by Project Manager and then requester’s immediate supervisor.

30 30 Example 2 - Attributes

31 31 Example 2 - Conditions

32 32 Example 2 – Approver Groups

33 33 Example 2 – Rule Set Up

34 34 Example 2 – Outcome (Test)

35 35 Example 2 – Outcome (Test)

36 36 Example 2 – Outcome (Test)

37 37 Example 3 – Complex Business Rule At a construction company where the project teams can be rather large, special conditions for requisition approval can exist Whenever a requisition is created utilizing a project type of construction, do the following: – Make the project manager the first approver – Follow the project manager’s employee/supervisor hierarchy rather than the preparer’s.

38 38 Example 3 If requisition includes a project with a type of “PM” for the approval path THEN Change the first approver in the list to the project manager of the project and follow their approval path condition action

39 39 Example 3 – Update Seeded Attribute

40 40 Example 3 – Custom Attribute

41 41 Example 3 - Conditions

42 42 Example 3 – Rule Set Up

43 43 Example 3 – Other Set Up Flexfield on Project Type information to indicate if it is a “PM” path Set up job levels on each job in HR

44 44 Example 3 - Outcome Preparer = Gary Marines Requester = Gary Marines Project Manager = Duane Schoon

45 45 What else does AME do? Parallel approvals FYI notifications List-Creation Exception – If invoice amount > $500 USD and pay group = Employee, THEN require approval two job levels above requestor. List-Modification – If any approver = Sam Clark, THEN grant final authority.

46 46 What else does AME do? Conflict Resolution – An approver will only be required to take action once if they are repeated for some reason – If chain-of-authority and pre or post approval rule include the same person, chain-of-authority wins. – If pre and post rules include the same person, pre wins.

47 47 What else does AME do? Much More! We have just skimmed the surface today

48 THANK YOU Questions and Answers

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